PROLOTO MANAGEMENT 2017 update 1

John Milsom Isolation Lockout Tagout Authority

Assisting the scope, safety & solutions

Conforming to CSA-Z460-13

www.prolotomanagement.ca

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[email protected] Find us on - - Prolotomangement - John Milsom

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www.prolotomanagement.com | [email protected] | 250.432.5966

Table of Contents

01 Table of Contents 08 Training

02 Flow Chart 09 Locks and Lockbox

Requirements

03 Introduction 10 Permit System Assessment –

Permits

05 Statement of Intent 10 Permit System Assessment

- Support Documentation

-JHA’s

06 ProLOTO Philosophy 10 Permit System Assessment

-The Plastic Sleeves at the CLB

(Central Lockbox)

06 Work Concept and

Application 11 ProLOTO On Site Assistance

07 The Plan to Proceed

-Preventive Maintenance 12 ProLOTO as a Shift Supervisor


-Potential Emergency Repairs 13 Contract Conditions


-Area Preparation 14 Conclusion

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Typical Flow Chart

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Introduction Common Permitting and LOTO Management Problems

Typically, when it comes to Permitting and LOTO management, there seems to be too

many people involved with excessive steps. Staff from the permit issuers, operators,

maintenance, and construction groups’ egos get in the way and the results are slow

over studied permits with a poor action times. Cost overruns are inevitable. There is a

direct relationship with incidents and LOTO mishaps due to over administrated

permitting system – “TOO MANY PEOPLE HAVE THEIR HANDS IN THE POT that don’t

know the recipe”. Sometimes LOTO is placed on the “front window” for the investors

and inspectors; however when full details of procedures are not followed by the Site’s

LEADS (who’s only true objective may be to look good on paper and completion dates)

this can turn into devastating repercussions. Issues are created by wrong people in

Permitting, LOA & Site management. Right personal in the right place with the right

training and the right philosophy can turn this around. PLM will help you make those

right decisions and arrowhead your dept. This active and competent direction will

prevent and stop the issues that make workers lethargic, complacent, mistrusting, and

on proven occasions fully prepared to bypass the system.

The ‘10 minutes of work and 4 hours of permitting” Can be streamlined and

prevented!

The ProLOTO Solution

To create standard compliance on a work site or within a company that is easily

accepted among procedures so that everyone involved can easily comprehend.

To micro-analyze the LOTO permitting procedures so there are no grey areas or

hesitation in a lock out or re-energization process, thus ensuring no need to start with

emergency repairs, maintenance or new construction.

� Permit forms authorized by the designated Authorizing Manager cover who,

what, where, when and why.

� Attach all necessary project documents: P&ID’s, ISO’s as well as relevant and

current photographs and imagery.

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Introduction cont’d

� All forms and documents are organized, stored and protected on location,

readily available upon request of any visitors, Safety Inspectors or work

Performance Auditors.

To amalgamate procedures that management and workers are presently using and to

improve those with all parties in acceptance then populate the understanding.

Put an end to the fumbling, the near misses and poor communication on shut

downs. Past mistakes must be brought to the surface and addressed.

Unnecessary or redundant steps systematically removed.

ALWAYS use a planned, precise, prepared procedures!

Typical Flow for Task Completion Achievement

1: A Mechanical or an electrical task needs to be done

2: Confirm – Contact Control Room/Authorizing Manager/Area Authority

-Define Permit Parameters Daily/weekly/monthly

3: Is Isolation required? Yes– Interested parties to be notified, Isolations completed

-Isolation List made, Isolation/Zero/Safe Energy Established

-LOTO by LOA and places the Isolation Keys into a lockbox(1st on Last off)

-Lockbox is named, numbered and secure at a convenient location

4: LOA to meet Crew & Supervisor for “Walkdown” of isolations, proving and testing

5: Work completed in that shift? No – Worker remove their locks Supervisors and LOA

cross-shift and handover to the next shift. On-coming supervisor take ownership with

LOA and with the on-coming workers observe the isolations and the proving and

testing if possible. Workers apply their locks after the On-coming supervisors applies

their locks 2nd to LOA’s lock. Permit stays open until completion

6: Work completed? Locks removed by workers and Supervisor, Permit signed off and

returned to the Issuer, LOA contacts all the “need to know persons” for a

Controlled re-energization

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Statement of Intent ProLOTO Management Inc. (PLM) understands the issue of urgency that is involved

with Preventative Maintenance (PM’s). They occur and do not change in procedure

when taken off line. The Mechanical, Instrumentation, Hydraulic and Electrical lock

out points don’t change. Thus:

1. We define all procedures that may occur:

a. Emergency

b. Known PM’s

c. Planned shutdowns with corresponding sequence of priorities outlining

realistic time allotments.

2. Pre-build lock boxes with viewing capabilities of contents.

3. Provide Local and Remote proving procedures that are easy to follow.

4. Permanently place attachments of task specific support documents at central

locations that include highlighted task specific P&Id’s, electrical single-lines,

LOTO procedures with checklists, imagery if required and any further

informational documents to establish clarity.

5. A corresponding Area Information Board (AIB) for display and tracking in all of

the electrical, field and control rooms.

6. Permitting with or without isolations that don’t cause delays. They are easy to

fill out by the control room Permit Writer and easy to implement.

LOTO incidences and permitting delays are still occurring across the country. ProLOTO

questions the depth and true seriousness of the individuals operating in the Permit

Centers and as Lockout Authorities (LOA’s). The interest and “drive” in the placed

individuals is compulsory to always be at the highest level of enthusiasm when it

comes to this group.

The uniform doesn’t make you respected, your actions and values do.

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The ProLOTO Philosophy

LOTO is philosophy intertwined with law, liability, policy, accountability, flexibility and

efficiency.

LOTO is the active and involved group that serves everyone on the work site. They not

only assist in the isolating and energizing all systems and equipment but also remain

as the go to guys on site where the questions stop.

LOTO should provide the most assistance. They are a flexible and a pragmatic group of

tradespersons that appreciate and understand what is involved in every step of the

work that occurs on site.

Work Concept and Application – ZERO/SAFE ENERGY achieved!

Confirmation by the designated Authorized Supervisor (owner of the system/area) will

be legibly signed off when all devices and systems are secured, controlled, and finally

tested for the state that is desired. If the state that is desired has not been achieved

the immediate Supervisors are notified of the failure instantly and the task doesn’t

move forward.

Dissemination of completely documented information is then passed on; who, what,

where, when, why and how with suggestions for correction.

It should always be expected to have a solution included with a problem for

assessment. Continuous use of an established “electrical/mechanical proving

procedure” will promote site congruency and easy working mindset.

The LOTO Permits Centers are viewed on many sites as a painful part the process.

Instead of properly providing value to the work site through efficient involvement,

cooperation and a pragmatic hub where all questions get answered.

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The Plan to Proceed

Preventive Maintenance (PM's)

� Prepare a numbered list of all PM’s.

� Prepare the lock boxes with clear work plans, isolation lists, highlighted

support drawings and procedures with imagery if necessary.

� Organize walk downs to ensure all levels accept the procedure and sign off on

them.

Potential Emergency Repairs

Prepare a base default to procedure checklist on handling:

� Blowouts and equipment failures in each particular area.

Area Preparation

Being prepared will provide maximum control and efficiency with a safety blanket that

will put showstoppers back on line with minimum complications.

Having an equipment matrix is not only important but also crucial. The equipment

matrix refers to all isolation points as a quick reference and has those locations

identified with a cross-reference. This can be achieved by placing laminated drawings

in the areas with attached matrixes and placing master matrixes in the electrical

rooms and control rooms.

It is essential to have all MCC’s and Switch Gear clearly labelled and mapped at all

entrances and to clearly identify specific mechanical, hydraulic, field-electrical isolation

points by labelling them with permanently attached numbered and coloured tags that

match the matrixes and isolation lists.

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Training

1. Procedural training with all shift members together in a group. ProLOTO

stresses the importance of these meetings for the reason of congruency. It is

vital to listen to everyone’s individual concerns and get a better understanding

of others positions and duties. Then the defined common ground will be

accepted with no exceptions. One hand will understand what the other is

doing.

2. An initial Walk Down with area specific Management, maintenance and

operations so they understand all the field implications. This will improve their

timing and understanding.

3. A second Walk Down with area specific workers and operators following the

Supervisor signing off and taking ownership of all procedures.

4. ONLY if the procedure is accepted by Supervisors and Management, will the

LOTO procedure work in the field.

ProLOTO’s stance is for those that keep defying procedure and policy without a valid

reason, let them go work elsewhere. There are strict laws for bypassing or

circumventing the LOTO procedure. You won’t have to go down the road of discipline

(corporate or site scale) if everyone absorbs the LOTO procedure like a religion.

A straightforward and well prepared course of action will have all your

diligent personnel on board. That is what you want on all levels!

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Locks and Lockbox Requirements

Workers

Each will require one lock, one key and one picture tag.

Maintenance Supervisors and Shifters

Each will require a defined amount of their own Keyed Alike (KA) locks have their

picture tags on them. Maintenance Supervisors, Shifters or Authorized Designates will

control the locks on the lock boxes for their departments. First lock on; last lock off

rule in effect. The Maintenance Supervisors and Shifters will determine between who

will be the first and last lock. Task specific perhaps, but to be defined.

Isolation locks

Only used and applied to isolation points by the Supervisors and the Keys (from

dissimilar and individually keyed with one key per lock) will be placed in the tasks

lockbox.

Pre-Prepared Lock Boxes

For organized and planned lockouts, isolation locks and keys will be left in their

specific and allocated lock box with the support documents and isolation lists, ready to

be used at all times. The location will be permanent and convenient for the crew

doing the work. Extra locks will be handy at the area’s AIB, for auxiliary lockouts.

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Permit System Assessment Permits – Properly Customized

Permits must be straightforward and easy to read with no repetition.

� Typically 2-3 copies of each for the field, the control room and management.

� Those that are part of the authorisation management should each have a block

to sign and receive a copy when open and closed.

� The duration of permit options is always as long as required!

Support documentation

P&ID’s, ISO’s, Isolation lists, photographs, sketches, and whatever else it takes for

clear presentation of the work being performed.

JHA

The procedure of work should be supplied with the permit at the time of request. It

can be prepared in advance by the company’s safety department and also maintained

as a live document. It will address all the aspects of their scope of work.

The “Plastic Sleeve” at the CLB (Central Lockbox)

All important information will be in one place for all to inspect.

Prior to work starting (tool box talk - TBT), a copy of the permit is posted with the

package at the central task location with the lock box if required.

The Sleeve contains, the permit, JHA, all support documents and the isolation list if

there are isolations. It may also contain a log for completed work with notes and

crossover information.

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ProLOTO On-Site Assistance

Upon site arrival and after orientation, ProLOTO will be provided with:

� A hard copy and electronic copy of all current P&ID’s, electrical drawings, plant

overview, general layout and floor plans.

� A list of all PM’s and procedures presently in effect.

� A list of areas of discontent that require immediate attention.

� Meetings with Management to define prioritized scope.

� Meetings arranged with Day and Night Supervisors, separately and

conveniently on their shifts. These gatherings are to be expected to be

completely direct and to the point, the primary goal is to make their

performance as streamlined as possible. Deflections will not be received well.

Supervisors should have a prepared list (of their areas) to check off. They will

be expected to have all their PM’s and past unexpected breakdown track

records in hand.

� ProLOTO will present the areas that need assistance through input from the

meetings and then present the plan to correct them.

Put the plan to action!

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ProLOTO as a Shift Supervisor

1. Adapt and manage existing work, prepare and plan LOTO tasks as required.

2. Train personnel on established procedures. Provide a 1 hour LOTO course with

test and completion certification sticker (specific site designed).

3. Integrate with the Safety Department for writing SWP’s & SOP’s -policy and

procedures.

4. Monitor and perform the Walkdowns with the area specific Supervisors and

crewmembers for the planned work with required LOTO.

5. Provide individually customized live document generation for all procedures,

timings and issues for the client/company so there is an ongoing history. Live

documents will be used for LOTO procedure in the future for specific PM’s and

tasks.

6. On call coverage for any extra assistance.

7. 100% adaptable to the direction required by the client/company.

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Contract Conditions

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Rates and Conditions Invoicing Weekly or bi-weekly on every Sunday(adjustments to be negotiated) Payment Submittal to be weekly or bi-weekly and 15 days from invoice date. Rate: $1000/day on a 10 hr day basis ($100/hr fixed) Per Diem $180 -$240/day If no camp is available - close to site is recommended to be organized by client $35/day if camp provided Travel Expenses Flights to Vancouver provided on turn-around by client or Expenses to be examined and charged every 4 weeks Site Communication Site Radio Communication access to staff and contractors Site Vehicle Site transportation to be supplied by client or PLM will provide a site vehicle but fuel to be provided by client Site Office Office or trailer with full access to Internet and typical printing needs for communication management provided by client. Typical meeting room access for training and coordination meetings


Planned, Precise, Prepared Procedures

1. Train an on-site LOTO group that is active and responsive in order to prevent

down time with tight procedures. Draw from Site contractors or Site operators

and train to the desired level for efficiency.

2. Make the permit system fit the site’s needs for operation, maintenance and

construction

3. Build confidence in all procedures with the workers, supervisors and

management alike.

4. Control room operators will be stronger in the loop of what is happening on

the lease.

5. Prepared and revisit the clients standard SWP’s and SOP’s for equipment

failures, shutdowns and preventative maintenance. Rewrite, if need be, with

the groups that the procedures apply to.

6. Establish an easy in and easy out task procedure with full confidence that the

stored energy in the work area is 100% controlled and secured.

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Conclusion

Documents

PROLOTO MANAGEMENT 2017 update 1